Effective Date: 3/17/2026

Hemet Valley Art Association, Inc. ("HVAA," "we," "our," or "us") welcomes artists who participate in our gallery, exhibitions, events, and community art programs. This Artist Submission and Exhibition Policy explain the general terms that apply when artwork is submitted, accepted, displayed, promoted, or offered for sale through HVAA.

1. Purpose

HVAA is a nonprofit arts organization that supports artists and promotes public engagement with the arts through exhibitions, gallery programs, events, and related activities.

This policy applies to artists who submit work for consideration, exhibit work at HVAA, allow their work to be displayed on the HVAA website or social media, or otherwise participate in HVAA exhibitions or gallery programming.

2. Eligibility

HVAA may accept submissions from members, guest artists, featured artists, demo artists, student artists, or other participants as determined by HVAA.

Eligibility requirements may vary depending on the exhibit, event, theme, age category, membership status, media type, or program rules.

HVAA reserves the right to determine which artists or works are eligible for any exhibition, event, or gallery opportunity.

3. Original Work and Artist Responsibility

By submitting artwork, the artist represents and warrants that:

• the work is their original creation, unless clearly identified otherwise

• they own the rights necessary to submit, display, and sell the work

• the work does not knowingly infringe the copyright, trademark, publicity, privacy, or other rights of any person or entity

• all information provided about the work is accurate to the best of the artist’s knowledge

Artists are solely responsible for the content, legality, originality, and authorship of submitted work.

4. Submission and Review

HVAA may accept submissions through in-person delivery, online forms, email, printed entry forms, special event intake, or other methods designated by HVAA.

Submission of artwork does not guarantee acceptance into an exhibit, event, gallery display, website feature, or sales program.

HVAA may review work based on available space, theme, quality, presentation, readiness for display, membership status, media category, community standards, or other curatorial and operational considerations.

HVAA reserves the right to accept, reject, limit, rotate, remove, or decline any work at its discretion.

5. Exhibition-Specific Rules

Certain exhibits, competitions, monthly shows, featured artist events, or special programs may have separate prospectuses, intake forms, deadlines, size limits, framing requirements, category rules, or judge and awards criteria.

Where a specific exhibit or event includes separate posted rules, those specific rules will control over this general policy.

6. Presentation Standards

All submitted work must be ready for safe and professional display unless HVAA states otherwise.

Depending on the medium, this may include:

• secure framing or mounting

• appropriate hanging wire or hardware

• clean mats, frames, edges, or bases

• labeling or identification information

• safe and stable construction for three-dimensional work

HVAA may decline or remove work that is not properly prepared, is unsafe to handle or display, is materially different from the submitted description or image, or does not meet stated exhibit requirements.

7. Delivery, Installation, and Removal

Artists are responsible for delivering and retrieving their work on the dates and times designated by HVAA, unless other arrangements are approved.

HVAA may provide intake, placement, and hanging guidelines. Artists must follow all posted or communicated deadlines and procedures.

HVAA may refuse late deliveries, may exclude work not timely received, and may remove work that must be taken down at the close of an exhibit or rotation period.

Unless otherwise stated, artists are responsible for transportation, packaging, installation assistance if required, and pickup of their work.

8. Sales and Commission

If artwork is offered for sale through HVAA, the artist must provide pricing and sales information in the manner requested by HVAA.

HVAA may retain a commission or administrative percentage on sales, if applicable. The current commission structure is: [Insert Commission Terms or Percentage].

If HVAA does not take a commission on certain exhibits or programs, that will be stated separately.

Artists are responsible for ensuring that sale information, title, medium, dimensions, and price are accurate at the time of submission.

HVAA may decline to offer work for sale if pricing, labeling, tax handling, or administrative requirements are incomplete or unclear.

9. Copyright and Promotional Use

Artists retain ownership of their artwork unless it is sold or otherwise transferred by separate agreement.

By submitting artwork, images of artwork, artist biographies, statements, or related materials to HVAA, the artist grants HVAA a non-exclusive, royalty-free permission to photograph, reproduce, display, publish, crop, resize, and use those materials for nonprofit, educational, exhibition, archival, and promotional purposes related to HVAA.

This includes use in:

• the HVAA website

• social media

• newsletters

• press materials

• event promotions

• printed materials

• exhibition archives

• gallery signage or labels

This permission is limited to promoting HVAA, the exhibit, the artist, and related nonprofit activities, and does not transfer ownership of the artwork to HVAA.

10. Artist Names, Bios, and Submitted Information

HVAA may use the artist’s name, artwork title, medium, dimensions, biography, artist statement, city, and related submitted information in connection with exhibitions, labels, event pages, announcements, and promotions.

Artists are responsible for making sure the submitted text and details are accurate and updated before publication or exhibition.

11. Liability and Risk

Artists understand that submission and exhibition of artwork involve some risk.

HVAA will use reasonable care in handling artwork accepted for display, but artists submit and exhibit work at their own risk.

To the fullest extent permitted by law, HVAA is not responsible for loss, theft, accidental damage, breakage, deterioration, framing failure, or other damage to artwork, display materials, packaging, or personal property, except to the extent caused by HVAA’s gross negligence or as otherwise required by law.

Artists are responsible for obtaining their own insurance if desired.

12. Work That Is Not Picked Up

Artists must retrieve unsold or removed work by the posted or communicated pickup deadline.

If artwork is not picked up within [Insert Number] days after the stated pickup deadline, and the artist has not made approved arrangements with HVAA, HVAA may charge storage fees, move the work offsite, donate the work, dispose of the work, or otherwise handle it in a reasonable manner.

HVAA will make reasonable efforts to contact the artist using the information provided, but it is the artist’s responsibility to keep contact information current.

13. Removal of Work

HVAA reserves the right to remove or exclude artwork at any time if:

• the work does not comply with stated rules or categories

• the work presents a safety, legal, or operational concern

• the work is materially misrepresented

• the work is disruptive, offensive beyond the scope of the exhibit, or inconsistent with HVAA’s mission or community standards

• the work is sold, withdrawn, or required to be removed for exhibit administration

14. Conduct and Cooperation

Artists participating in HVAA exhibits, events, intake days, receptions, or gallery activities are expected to act respectfully toward staff, volunteers, instructors, members, visitors, buyers, and other artists.

HVAA may suspend or deny future participation if an artist engages in abusive, threatening, disruptive, dishonest, or inappropriate conduct, or repeatedly fails to comply with exhibit procedures and deadlines.

15. No Guarantee of Exhibition or Sale

Submission of artwork does not guarantee exhibition, promotion, awards, sales, future invitations, website placement, or continued gallery participation.

HVAA makes no guarantee that submitted or accepted work will sell or receive any particular level of publicity or exposure.

16. Privacy

Information submitted in connection with artist applications, exhibit entries, event participation, and sales administration is handled in accordance with HVAA’s Privacy Policy.

17. Changes to This Policy

HVAA may update this Artist Submission and Exhibition Policy at any time. Updated versions become effective when posted on the HVAA website or otherwise made available by HVAA.

18. Contact Information

If you have questions about artist submissions, exhibitions, sales handling, or this policy, please contact:
Hemet Valley Art Association, Inc.
144 N. Harvard St.
P.O. Box 541
Hemet, CA 92546
Phone: (951) 652-4592
Email: [Insert Contact Email]
Website: https://www.hemetvalleyart.com